Subgrants and Procurement Manager / Менеджер/-ка із субгрантів та закупівель до IREX

Who We Are

IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $150 million and more than 750 staff worldwide, we work with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

The Subgrants and Procurements Manager will oversee and manage the implementation and compliance of all Ukrainian subgrants and contracts according to local laws and IREX. The Subgrants and Procurements Manager will work with the Finance Unit and Program Managers and will report directly to the Deputy Country Director. The Subgrants and Procurements Manager will be responsible for the development and execution of project work products, including but not limited to drafting and approving subgrant packages, managing subgrant processes, overseeing competitive procurement processes, reviewing and approving payments to subgrantees and vendors and other tasks as identified, and ensuring compliance with IREX policies.

We are doers. Our decades of on-the-ground experience help us create greater impact, practical recommendations, and lasting partnerships.

Are you the next member of our team?

Your Background & Skills

• Bachelor’s degree in business administration or management, accounting, finances, and/or the social sciences.
• Minimum 7+ years of progressive, relevant job experience in finance and compliance of donor-funded program, preferably with substantial and diverse subgrant components.
• Strong knowledge and experience with international grant, budget, and accounting procedures, particularly in Ukraine. Experience with US Government-funded programming is preferred.
• Strong understanding and knowledge of US Government rules and regulations, including problem solving in situations to provide support to partners in compliance with donor and IREX policies.
• Proven experience managing multiple complex program components in a demanding, time-sensitive work environment.
• Experience in management of the procurement of goods and services (from the preparation of the bidding terms and conditions to delivery and close out).
• Demonstrated technical knowledge related to effectively managing subgrants and contracts.
• Attention to detail and commitment to excellence demonstrated by the delivery of quality and timely outcomes.
• Demonstrated critical thinking and analytical skills, and the ability to handle complex situations and demonstrate sound judgment and problem-solving.
• Demonstrated capacity to identify risks and propose solutions.
• Demonstrated capacity for effective management and support of a team.
• Leadership skills with demonstrated knowledge and understanding of staff management practices and processes and the ability to establish accountabilities and expectations and manage performance to achieve results.
• Excellent interpersonal skills and cultural sensitivity to interact effectively and diplomatically with individuals at all levels of the organization, as well as externally both domestically and internationally.
• Demonstrated ability to track and manage budgets and plan both strategically and creatively to meet project objectives.
• Ability to research, analyze and interpret local government regulations.
• Ability to work both independently and as an effective team member.
• Ability to delegate tasks between team members.
• Proficient in Microsoft office products, including Excel.
• Intermediate written and spoken English, required.
• Self-motivated and result oriented.
• Must demonstrate valid proof of unrestricted authorization to work in Ukraine.

Your Daily Tasks

• Manage the rapid and compliant issuance of subgrants and contracts.
• Coordinate closely with Program Managers to ensure that the development of subgrants and contracts align with the project’s technical strategy.
• Coordinate with Program Managers on upcoming subgrant and contract needs.
• Coordinate closely with Grants & Contracts teams to ensure efficient functioning across all grant pools, identifying mutually-beneficial solutions that are compliant with diverse rules, regulations, and policies.
• Manage selection committees to evaluate proposals submitted by potential subgrantees or vendors for competitive subgrants.
• Manage the development and implementation of grantee risk assessments and risk mitigation plans.
• Ensure risk assessments and mitigation plans are routinely reviewed and updated if necessary.
• Provide consistent oversight over subgrantees’ and contractors’ activities to ensure compliance with expected results and compliant use of donor funding.
• Review narrative and financial reports and all supporting documents for expenses incurred in the context of subgrants and contracts awarded by IREX.
• Support organizations receiving grants from the project in the proper management of their grants.
• Provide and supervise training and capacity-building activities to subgrantees and subcontractors on financial reporting procedures and mechanisms, and other applicable funder regulations.
• Manage the preparation of training and technical assistance to partners as needed to address capacity needs and reinforce subgrant management.
• Manage IREX and funder reporting, knowledge management, and information sharing.
• Manage the closeout process of subgrants and contracts, which includes the development and final review of delivery notes, inventory reports and property disposition letters.
• Establish and monitor all subgrant and contract procedures and mechanisms.
• Efficiently develop and manage the mechanisms for each subgrant and/or contract category, ensuring that appropriate and streamlined due diligence is conducted, developing creative and compliant approaches while providing assistance to local organizations.
• Support procurement related tasks in compliance with donor and IREX rules and regulations, as well as ensuring that competitive and transparent processes are implemented.
• Manage new grants/contracts or modifications process which includes due diligence review, budget presentation, cost allocations, work plans and other requirements, according to local laws, IREX policy and US Government rules and regulations.
• Ensure compliance with the project’s Grant Manual and IREX’s grant policy and proactively identify compliance gaps and recommend solutions including areas such as internal policies and procedures.
• Manage grant and contract files to ensure audit readiness. Coordinates and supports the review and management of financial and other compliance documents, including IREX subgrant tracking systems filing and updates and maintaining other program files.
• Provide technical and compliance oversight and monitoring through regular check-ins, verification of documentation and deliverables, spot checks and as needed, lead site visits to subgrantees to assess adequacy of internal controls, compliance with applicable laws and regulations, and award policies and procedures. Reports findings and proposes corrective action, as necessary.
• Ensure technical, financial, and administrative compliance with IREX policies, donors’ subgrant and contract management/reporting procedures.
• Ensure timely and accurate financial tracking and reporting in internal systems related to subgrants and contracts, in coordination with the Finance Unit.
• Alert the Project Director and Deputy Country Director regarding any subgrantee performance or financial reporting issues.
• Manage subgrant and contract budgeting, advanced payments to subgrantees, forecasting of payments, tracking actuals, and others as designated.
• Review and approve subgrant payment requests.
• Manage and communicate compliant solutions with team members.
• Empower and support the Finance Unit for day-to-day task management and strategic planning.
• Manage Finance Unit staff, including identifying and advocating for professional development, guidance, problem solving, task management, and other areas as identified.
• Collaborate closely with IREX and project staff locally, regionally, and internationally.
• Provide training as needed for new staff on subjects such as US Government compliance, internal processes and procedures, grant management and development and others as identified.
• Ensure cross-organizational and cross-project communication and transparency.
• Other duties as assigned.

You will Get:

Committed, passionate, collaborative, and mission-driven colleagues who make IREX a good place to work. You will receive best-in-class learning, development, and growth opportunities, as well as a comprehensive benefits package designed to help you thrive. This includes a well-being and employee assistance program, health coverage, a flexible work schedule, a generous PTO policy, a technology stipend, a diverse and inclusive work environment, and many more benefits.

We conduct background checks on all successful candidates.

This position is eligible for Remote Work. The eligible employee is a regular, full-time Ukraine-based staff who works from a worksite outside the Ukraine area on a more permanent or ongoing basis.

This position is not eligible for Immigration Sponsorship.

NO PHONE CALLS PLEASE

EOE – Equal Opportunity Employer

We are an Equal Opportunity Employer, including disability/vets.

2024-09-30T10:45:18.000 2024-10-30T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна IREX